Administrative Assistant ; Bilingual

POSITION SUMMARY:

The Office/Administrative Coordinator supports the day-to-day functioning of theSt Mary’s Community Services (SMCS)
Administration Officeand provides reliable administrative support to staff. This position helpsmaintainan organized, professional, and welcoming office environment while serving as a resource for routine office needs.

• Mission-Driven Leadership – Be at the heart of an organization dedicated to serving the most vulnerable.
• Strategic Influence – Shape policies and initiatives that uplift lives and drive systemic change.
• Collaborative Environment – Work alongside a passionate team, community partners, and dedicated stakeholders.
• Sustainable Impact – Lead an organization committed to long-term solutions for housing,healthcare, and social support.

• Assist with daily office operations and routine administrative needs.
• Receive, sort, and distribute incoming and outgoing mail.
• Receive and distribute packages, deliveries, and other materials.
• Monitor and restock office supplies, including paper, toner, and commonly used materials.
• Maintain organized and professional shared office and kitchen areas.
• Maintain flyers, forms, and informational materials throughout the office.
• Assist with campus signage and informational displays.
• Maintain working knowledge of office equipment andassistwith basic use and troubleshooting.

• Serve as a resource for staff with routine office questions and direct employees to the appropriate depart mentor individual when needed.
• Distribute organization-wide materials and staff communications assigned.
• Assist departments with general administrative needs that are organization-wide or do not fall under a specific department.
• Assistwithmaintainingagency calendars and coordinating routine meetinglogisticsasassigned.

• Maintain meeting rooms and ensure they are available and ready for use.
• Welcome and direct visitors, vendors, contractors, donors, stakeholders, and other guests.

• Provide backup phone coverage when needed; primary phone responsibilities remain with the appropriate department.

• May occasionally drive to pick up supplies, transport documents, or complete other organizational errands.
• Perform other duties as assigned.

Mobility:
Frequent walking and standing for extended periods; frequent pushing, pulling, bending, squatting, climbing, and operation of power equipment.

Lifting:
Frequent lifting up to 15 lbs.; occasional lifting of 5–50 lbs.

Visual:
Constant use of close and distance vision for reading, repairs, and equipment operation; moderate hand-eye coordination; occasional depth perception and peripheral vision.

Hearing/Talking:
Frequent ability to hear and communicate clearly in person and via phone or radio.

Emotional/Psychological:
Ability to maintain focus, make decisions, and interact with the public; occasional exposure to emotionally challenging situations related to trauma, grief, or loss.

Environmental:
Frequent indoor work.

• High school diploma or equivalent
• 1–2 years of administrative, office, customer service, or related experience preferred.
• Previous experience working in a professional office environment preferred.
• Experience using Microsoft Office and common office equipment preferred.

• Knowledge of general office procedures and administrative practices.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple tasks effectively.
• Strong verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to communicate professionally with staff, visitors, vendors,…